Looking to rent space?
At some point or another, you’ll probably find yourself looking at office space to rent. It can be a big, scary experience and totally overwhelming if you’re not prepared for it.
Bring this list, and use it. Go through it while you’re in the space. Yes, be a geek with a piece of paper and pen, checking off the list and making notes as you chat with the person showing you the space.
Before your visit, review the requirements for state establishment licensure, if applicable. Bring a tape measure, and if you’re nervous, a trustworthy friend.
Drive by the location at different times of day and note the parking, local noise levels, activity of neighboring businesses.
Is the location near where your ideal clients are?
How does the place look from outside?
Is there adequate parking?
What’s the signage like and will you be able to put your own up?
Is the entrance well marked and obvious? Handicap assessable?
What kind of locks are on the main doors?
Who are the office neighbors, and what are their hours?
Are there shared spaces, common areas like waiting area or bathroom? Who exactly shares these spaces?
What is the distance from bathroom to treatment room?
What is the size of the treatment room, including ceiling height?
Take note of:
door lock
wall color
type of flooring
windows, doors, emergency exits that can’t be blocked
number of electrical outlets and their location
Where is thermostat located, do you have direct access, are there ‘shared zones’?
What design/decorating changes would you be allowed to make?
How long have current tenants been there?
Does rent include:
heat
air conditioning
electric
hot water
snow removal
If not included in the rent, what are the typical utility costs for the space?
Is it wired for internet/cable?
What are the terms of the lease?
Who handles repairs and maintenance emergencies? Are they available 24/7?
Post-visit thoughts:
Who showed you the space? Were they nice? Was it the person who you’ll be dealing with regularly if you choose this space and how do you feel about that?
How much work is involved in making the place functional for you?
Have you looked for space in the past? What am I missing?
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{ 6 comments… read them below or add one }
There’s no better way to know if it’s right than to have a customer’s tell you so. If possible, get one of your customers to look at it with you and give you their feedback. Trust; this will be enlightening.
A great list, Allissa. A couple of things I would add:
Bring a camera and take a few pictures. If you are looking at multiple properties, this can help jog your memory when you’re comparing features later that night.
If the office has stairs, like mine, are they easy to navigate for older, pregnant or injured clients?
Is the office accessible to mass transit? Buses, subways, etc.
Is the outside area well lit?
Is the neighborhood generally considered safe by the locals?
Are bike racks available?
How often are the common areas and restrooms cleaned & maintained and by whom?
Working with a Realtor can help think many of these through, and by talking with the Realtor about what you are looking for can help the Realtor find you spaces that you did not know are available, or options/arrangements/configurations you had not considered.
Do you know how large the treatment room needs to be, do you know what is too small? how many other items will also be in the treatment room, will this take away space you need for the table? once all the ‘stuff’ is in the room is in there, can clients comfortably move about the room? is there adequate space for you to work?? – what size of a room do you need??
What treatments do you want to provide and are all those resources available to you 100% of the time. [a restroom down the hall is great until you need to wash your hot stones]
If the space has more than one room, are they all adequate for what you want to have in each of them??
to what extent can your ‘personalize’ the space? can you paint, hang things, shade things, change lights, carpet things, etc.
Do you get sunlight? yes? when and how intensely? might the summer sun make an oven that you are not able to cool adequately for treatment?
Might the wind and chill of winter come through the wall so easily that warming the place in the winter is a creative challenge?
Does the landlord require liability insurance. Insurance that if an injury occurs on the landlord’s property the landlord is protected.
What costs are you responsible for, what if the front door handle breaks? who replaces it? who has to pay for it? if the toilet backs up, who is responsible? if you had two space heaters plugged in and the circuit breaker is thrown, is the box not up to code? do you need to figure out how to distribute the electric load to run all the things you need to? who is responsible for the electrical box to meet the usual business operation needs you have?
can you put in a washer and dryer?
Can your client feel like they are coming to YOUR space? or might they feel they are coming to a location where you happen to be also, and you get to use this ‘little’ room over here cause the others are nice enough to share?
IS THIS A SPACE FOR WHAT YOU DO NOW? OR IS THIS A SPACE FOR WHAT YOU WILL BECOME?
Know how much traffic there is on the road. How much money is required to get in your space. First and last month rent, or a security deposit and first months rent. Do you need to pay triple net?
Allissa, this is a great list as well as those added by Stephanie, Jess and Kelli. The two things I might add are:
1. How long of a lease should I sign? A short-term lease may be ideal if plan to stay small, but the downside to short-term leases is that lease rates tend to change. Sometimes long-term lease agreements have the option of expansion so that growth can be accommodated. Long-term leases are ideal when real estate rental prices are low and are forecasted to rise. Short-term leases tend to lead to more frequent moving, which presents costs of time and money. When I owned MassageWorks, my first lease was for 3 years. I moved because the rent was going up and I also decided to downsize. I moved 3 times and it was a bit costly each time.
2. If you want to build-out (change the present configuration), who pays for that and can you spread it out over time? In my first location, I did build out changing a large space to 5 different treatment rooms. The building manager initially paid for the build out and let me divide that fee out evenly over the first 2 years of my lease. It was a great help, especially when I just had such a huge cash outlay buy furniture, supplies and equipment.
We’ve learned the hard way about neighbors who share the building. You need neighbors who are not going to create smells, noise, vibration or need so many parking spaces for their customers and employees that your clients have a hard time finding a parking space. Ask the landlord that you be notified well in advance of any construction, painting, use of lacquer or jack hammer (oh yes, try doing massage with a jackhammer next door) indoors or outdoors (also, find out when the lawn gets mowed) that is performed by the landlord or other tenants. I have numerous stories to back all of these comments, but will not go into them.
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